Premises logbook

This page was updated in January 2014. The logbook is a living document and will evolve over time. As legislation changes, additional or amended pages may have to be published.

  1. General guidance
  2. Maintenance records (General information)

Part one: General guidance

Section/
Doc Ref

Document name
Statement of intent for building compliance (pdf)
Folder spine template
Cover sheet template

I.00

Contents page

I.01

Premises logbook general guidance (pdf)

I.02

Further support and advice (pdf)

I.03

Guidance to legal duties for maintenance regime (without prejudice) – December 2013 (pdf)

I.04

Overview of tasks and documentation (pdf)

Part two: Maintenance records

General information

Section/
Doc Ref

Document name Information

GM01

Maintenance calls record School records. LBE template.

GM02

Maintenance contractors attendance record School records. LBE template.

GM03

Emergency isolation and meter locations School records. LBE template.

GM04

Building information locations School records. LBE template.

GM05

Mechanical and electrical maintenance planner Contractor supplied planner

GM06

Monitoring and review record School record of having reviewed this filing system/logbook. LBE template

GM07

Communications General communications regarding maintenance and school's contractor(s).

Roof safety equipment

Section/
Doc Ref

Document name Information

R01

Maintenance and remedial work records

Supplied by contractor

R02

Written scheme of examination

Drawn up by a competent person and copy kept on site

R03

Thorough inspection records—usually 6 months for roof safety equipment

Task record. Sometimes completed during ‘insurance inspections.’

RX

Good practice example (pdf)

Example maintenance procedures


Lifts and lifting equipment

Section/
Doc Ref

Document name Information

L01

Logbook for all lifting equipment, including personnel lifts, hoists and platform lifts

Record of installation, location, maintenance, incidents, remedial works. School document.

L02

Maintenance and remedial work records for all of the above

Supplied by contractor.

L03

Written scheme(s) of examination Drawn up by a competent person and copy kept on site

L04

Thorough inspection records - usually six monthly for people carrying equipment

Sometimes completed during ‘insurance inspections.’ Contractor document.

LX

Good practice example (pdf)

Example maintenance procedures

PE, playground equipment and external areas

Section/
Doc Ref

Document name

Information

P01

Playground equipment and area inspection record

School records. LBE template.

P02

Gym, sports halls and fitness areas inspection record

School records. LBE template.

P03

Trees- visual inspection record

School records. LBE template.

P04

External play equipment inspection records

School records. LBE template.

P05

PE equipment inspections – specialist contractor Contractor inspector records

P06

Playground equipment – specialist contractor Contractor inspector records

PX

Good practice example (document to come) Example maintenance procedures

Fire safety and emergency lighting

Section/
Doc Ref
Document name Information

F01

Fire alarm–weekly call points activation record Task record – LBE template

F02

Fire alarm – specialist contractor servicing Contractor service records

F03

Emergency lighting monthly test record Task record – LBE template

F04

Emergency lighting – annual test by specialist Contractor service records

F05

Sprinkler alarm gong test record Task record – LBE template

F06

Sprinkler maintenance records Contractor service records

F07

Monthly door inspection records Task record – LBE template

F08

Fire extinguisher specialist inspections and maintenance Contractor documents

F09

Fire extinguisher weekly inspection record Task record – LBE template

FX

Good practice example (pdf) Example procedures for fire safety equipment and measures

Security systems

Section/
Doc ref
Document name Information

S01

Intruder alarm service records Contractor documents

S02

Access control system service records Contractor documents

S03

CCTV service records Contractor documents

S04

Panic alarm test records Task record – LBE template

SX

Good practice examples (pdf) Example service regimes for security systems

Heating and gas installations

Section/
Doc ref
Document name Information

H01

Heating system service records Contractor documents

H02

Gas appliance service records, e.g. caretaker’s house, gas water boilers, catering equipment Contractor documents

H03

Insurance inspection records Contractor documents

H04

Pressure system service records Contractor documents

H05

Pressure vessels: written scheme of examination If applicable, written scheme by an independent, competent person.

HX

Good practice example (Document to come) Good practice examples for heating and gas systems


Air conditioning and ventilation

Section/
Doc ref
Document name Information

AC01

Air condition system servicing records Contractor documents

AC02

General ventilation maintenance records, e.g. extractor fans, air handling units, LEV systems (excluding kitchen extracts) Contractor and/or school records

AC03

Kitchen extract maintenance records Contractor and/or catering company records

AC04

Fume cupboard inspection records Contractor and/or school records

ACX

Good practice example Examples of ventilation maintenance schedules

Electrical safety and lightning protection

Section/
Doc ref
Document name Information

E01

Five year periodic electrical safety inspections Contractor documents

E02

Remedial works records Contractor documents

E03

Electrical appliance testing records Contractor and/or school records

E04

Register of electrical appliances School documents

E05

Lightning protection servicing records Contractor documents

EX

Good practice examples Maintenance regime examples for electrical safety

Ancillary or other equipment/systems

Section/
Doc ref
Document name Information

A01

Ladder and steps inspections Task record – LBE template

A02

Kiln maintenance records Contractor documents

A03

Other, e.g. ionising radiation equipment, pull cord alarms for accessible toilets, etc

Task record – LBE template
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Last updated: 19 Jan 2018